How might we increase the transparency and efficiency of the Budget Financial Planning and Analysis (BFPA) team's communications?

SAN FRANCISCO, UNITED STATES  |  SFMTA STANDARDIZING COMMUNICATIONS  |  MAY - AUG 2019
DESIGN
STRATEGY
UNITED STATES
PROBLEM

In preparation for the start of the two-year budget cycle, the newly formed BFPA team wanted to standardize multiple aspects of their communications and workflows. This included creating standardized professional reports and presentations more efficiently, ensuring that everyone understands key terminology used, and facilitating a more collaborative work environment.
SOLUTION

Creating an updated organization chart and a "data dictionary" to ensure that everyone is on the same page in terms of using the SFMTA's data systems and language. Facilitating the change towards collaborative file sharing using Sharepoint and OneDrive. Designing standardized report and presentation templates that align with the SFMTA corporate branding guidelines.
ROLE

Finance Intern - Communications Design & Change Management
SKILLS

Report & Presentation Design / Change Management / Workshop Facilitation / Data Wrangling & Analysis
TOOLS & METHODS

Adobe InDesign / Microsoft Excel, PowerPoint, Word, Sharepoint

Outcomes

Data Dictionary
Established a shared understanding of data systems and financial terms used at the SFMTA
Organization Chart
The SFMTA now has an updated organization chart that accurately  reflects reporting relationships
Shared File System
Made it easier to find files and work collaboratively
Standardized Report & Presentation Templates
Analyses can be presented in an effective, efficient way, consistent with the SFMTA's branding guidelines

Process

Data Dictionary

Research: I went through multiple commonly used financial spreadsheets to make a list of commonly used chartfields and terms.
Meetings with finance team members: I held
multiple meetings with accountants, budget analysts and financial analysts to download their thoughts and consolidate their understanding of multiple financial terms into one spreadsheet.
Iteration: The dictionary went through many iterations, with feedback from a non-finance audience, accountants, and in order to capture the most accurate definitions and user-friendly format.
Presentation: The data dictionary was introduced at the department budget meetings, where I gave tutorials on how to use it.

Organization Chart

Shared File System

All of the above reference documents lived on the Sharepoint site I helped create specifically for the budget process. To help facilitate this change towards a collaborative system, I helped organize and host web-casted workshops, instructions in many forms, and open office hours.

Standardized Report & Presentation Templates



Work

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SFMTA Standardizing Communications
Finance Design Intern | May - Aug 2019 | San Francisco
How might we increase the transparency and efficiency of the Budget Financial Planning and Analysis (BFPA) team's communications?
________



Skills
Change Management
Brand Templating
Workshop Facilitation
Methods
Microsoft Office
Adobe InDesign
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Skills
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Methods
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User Testing

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Designed with love © 2020, Julia Ip.